Digital-Divide/C2/Google-Drive-Options/English
Title of script: Google Drive options
Author: Praveen S
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Slide 1: Welcome Slide | Welcome to the spoken tutorial on Google Drive options |
Slide 2: Learning Objectives | In this tutorial we will learn about the options available in Google Drive like:
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Slide 3: System Requirement | For this tutorial, you will need a working Internet connection and any web browser.
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Slide 4: Prerequisites | As a prerequisite, you should have knowledge of Gmail.
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Show Firefox browser with the gmail logged-in | Let's begin.
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Point to Grid Icon on the top right >> mouse-over to display help text >> click | On the top right, we can see a grid icon next to our name.
Click on this. |
Point to each google services one by one. | This will show us a few google apps.
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Move any one to a new position | We can also rearrange this list based on our preference, by dragging the app icon to any other position. |
In this tutorial, we will specifically learn about Drive. | |
Point to Drive
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So, let me click Drive.
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Point to the Search bar. | At the top of the page, we can see a Search bar. |
Point to Left side menus | On the left, we can see some menus. |
Point to options & settings | And on the top right, there are some icons. |
Point to “Get Started” file
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In the center, we can see two files.
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Show Left side menus one by one. | Now, let us have a look at the left side menus.
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Point to “My Drive”
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By default, “My Drive” menu will be selected and its content will be displayed in the center. |
Point to the pdf and zip files. | All the files and folders will be displayed in the center area. |
The files which are created or uploaded by us, will also be stored under “My Drive”. | |
Point to “Shared with me”
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The next menu is “Shared with me”.
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If any one shares a file or document with me, it will be displayed under this menu.
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Point to “Google Photos”
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Recently google created a shortcut link to access the Google Photos within the Drive.
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Point to “Recent”
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The “Recent” menu will display the list of files or documents which were opened recently.
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Point to “Starred” | If we have marked any file or document as Important, that file will be displayed under this menu. |
Go to My Drive >> Choose Add Star | Let us go back to My Drive menu and right-click on our pdf file.
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Click on Starred >> point to file
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Next, click on Starred menu.
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Right-click on the file >> choose Make a copy
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Let me make a copy of this file.
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Point to the two files >> delete one of them
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Now we have two files.
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Point to “Trash” | Deleted files or documents will be displayed under Trash menu.
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Point to “Trash” Option on the top >> then click | We can delete all the files permanently from the Trash menu by selecting “Empty Trash” option.
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Now let us learn how to create and upload files and folders. | |
Point to “New” Menu
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There are 4 ways to do this:
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Point to “My Drive” Menu | Second way: Right-click on “My Drive” option. |
Right Click in the center area | Now, let us come back to My Drive.
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Point to “My Drive” Menu on the top | Lastly, click on the “My Drive” drop-down menu at the top. |
Point to “New” button
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Let us explore with the “New” option.
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Point to the Sub Menus one by ones
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It will display some options like:
We will see each option, one by one. |
Point to “Folder” >> click on it | We can create a folder using the “Folder” option.
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Type “Spoken Tutorial”. | Let us name the folder as “Spoken Tutorial” and click on Create button. |
Point to show that it is under My Drive.
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By default, this folder will be under “My drive”.
We can see it here in the centre area.
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Point to “File Upload” >> then click | To upload any file, first click on “New” button then click on “File Upload”. |
Browse and select xyz.doc >> click on Upload | This will open a file browser window.
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Point to “Progress bar”
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At the bottom right, we can see progress of the upload.
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Point to the uploaded folder in the center area. | Once completed, the uploaded file will be displayed in the center area. |
Close the progress window | Now, close the progress window at the bottom. |
Point to “Folder Upload” | In the same way, we can upload a folder on the Drive, using the Folder Upload option.
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How can we move our uploaded file into our Spoken Tutorial folder? | |
Drag and drop the file into Spoken Tutorial folder
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Simply drag and drop the file into the folder, like this.
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Point to “My Drive” on the left >> point to the triangle >> click on it
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Now, on the left side, look at My Drive option closely.
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Point to Spoken Tutorial folder >> click on it >> point to xyz.doc | See, here is our folder “Spoken Tutorial” and here is our file xyz.doc inside it.
<<PAUSE>> |
For our day-to-day work, we use documents, spreadsheets and presentations. | |
Is it possible to create and manage them on Drive? | |
Slide 6: Google Products
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Yes, it is.
For demonstration purpose, I will only show how to create a document using “Google Docs”. |
Click on “New” → Google Docs
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To create a new document, click on “New” button and select “Google Docs” option.
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Point to Menus | We can see that the menus and text formatting options are the same as in any Office Suite. |
Point to “Untitled Document” | At the top, notice that the document is titled as “Untitled document”. |
Click on “Untitled document” | This is an editable title. To rename the title, click on the text. |
Type “My first google doc” and click on “OK”
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“Rename document” window opens. Here we can type a suitable title for our document.
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Point to title
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Notice the change in the title.
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Pause recording and copy-paste “Welcome to Google Docs” in the document | Next, let me type some content here, say “Welcome to Google Docs”.
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Any addition, modification or deletion made to this document will be auto-saved. | |
Point to “All changes...” on the top | Look for this message “All changes saved in Drive”, next to the “Help” menu at the top. |
Point to “Revision History” on the right. | If we click on that, we can see the “Revision History” on the right. |
Point to Today and time | It has the last modified date & time and it also shows who made the modification. |
Point to Rebecca Raymond | As of now this document is not shared with anyone.
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Slide 7
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If this google doc is shared with multiple people,
We will see this feature a little later in this tutorial. |
Close “Revision History” | Close the “Revision History” window. |
Close the tab
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Let me close this tab.
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Point to My Drive >> point to the file >> Double-click on it | Once again, we are in My Drive and we can see our file here.
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Copy-paste “My first google doc” twice >> Close the tab | Now, we will copy-paste the line “My first google doc” twice and then close the tab. |
Double-click on the file >> Copy-paste “My first google doc” | Double-click on the file once again to open it.
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Click on “Revision History” >> Point to all 3 revisions
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Now click on “Revision History”.
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Point to the button at the bottom
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If multiple revisions are not seen, then click on “Show more detailed revisions” button at the bottom. |
Point to all 3 revisions one by one
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The revisions are arranged in chronological order, with the latest revision at the top. |
Click on each revision and wait 2 secs
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Click on each revision and understand how this feature works.
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Let me now share this document with two other users. | |
Click on Share button | For this, click on Share button at the top right. |
Share with others dialog box appears. | |
Point to People
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In the People text box, we have to give the email-ids of people with whom we want to share this document.
So, I will type 0808iambecky@gmail.com
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Point to the share mode button >> click on it
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There are three modes in which we can share the document with other users.
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Point to Can edit | Can edit option gives the other users permission to make changes in the document itself |
Point to Can comment | Can comment option gives the other users permission to suggest changes. |
Point to Can view | Can view option gives the other users viewing permission only.
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Click on Can edit | Let us give Can edit option to 0808iambecky. |
Add stlibreoffice@gmail.com | I will also add stlibreoffice@gmail.com to the senders list. |
Remember to use a comma separator between two email-ids. | |
Point to “Add a note” text area.
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As soon as we enter the email-ids, there is a change in this window.
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If we want to send some information about this document to the other users, then we can type it here. | |
Type “Please find attached a document for testing purpose. Kindly modify or suggest, as per the permission given to you.
Ray.Becky” |
I'll type “Please find attached a document for testing purpose. Kindly modify or suggest, as per the permission given to you.
Ray.Becky” |
Click on Done button
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Lastly, click on Send button to complete the sharing process. |
This will send an email notification with our message and a link to the shared document to the other users. | |
Click on Share button | Once again, click on the Share button. |
Click on Advanced | Then click on Advanced. |
For stlibreoffice >> Can comment | Now, for the user stlibreoffice, we will change the sharing mode to Can comment. |
Click on Save changes >> Done | Lastly, click on Save changes button and then on Done. |
Close the doc | And close this document. |
Make some changes in the document using both the email-ids given above. | Now, assume that both the users made some modifications in the shared document. |
Open the doc again | When we open the document again after some time, we can find the edits made by the other shared users. |
Point to the comments given by stlibreoffice@gmail.com | Since stlibreoffice@gmail.com had only suggest permission, we can see the suggestions given by that user. |
Move mouse to the comment box >> Move over check mark >> Move over cross mark | Move your mouse to the suggestion box, over the check and cross marks.
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Accept one suggestion and reject the other | Let me accept one of the suggestions and reject the other.
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Point to the comment from 0808iambecky | We can see a comment here from 0808iambecky. |
Point to Resolve button | And here we can see a Resolve button. |
The users with Can edit option, can reply to that comment by clicking on the comment text. | |
Click on Resolve button | To remove the comment thread, click on Resolve button. |
We cannot see any of the modifications made to the document by 0808iambecky.
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So, how can we find out what changes were made by that user? | |
For that, we can check our Revision History. | |
Click on File >> See Revision history | To open it, we will click on File and then on See revision history. |
Point to 0808iambecky
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We can see that 0808iambecky made some changes and this is seen in a different color. |
Point to stlibreoffice@gmail.com | We can also see the suggestions given by stlibreoffice@gmail.com in a different color. |
Point to our username | And of course, being the owner, we will see our own work in a different color. |
Close Revision History | Let us close the Revision History window now.
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Click on Share button | There is another way to share a document.
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Point to top right corner >> Get shareable link | In the Share with others window, at the top right corner, we can see the text Get shareable link. |
Click on Get shareable link
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Click on it. It says “Anyone with the link can view”.
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Now we can send this link to any email-id.
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With this, we come to the end of this tutorial. | |
Let us summarize. | |
Slide 8: Summary
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In this tutorial we learnt:
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Slide 9: About Spoken Tutorial project
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The video at the given link summarizes the Spoken Tutorial project.
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Slide 10: Spoken Tutorial workshops | We conduct workshops and give certificates for those who pass our online tests.
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Slide 11: Acknowledgment | Spoken Tutorial project is funded by NMEICT, MHRD, Government of India.
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This script has been contributed by Praveen and this is Srilakshmi Ramaswamy from IIT Bombay signing off.
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